محمد Amin Alhuda

From 2008 till date (playing multi-functional role/position)

Professional Experience - Executive Secretary / Administrative Assistant:

● Delivered comprehensive one-stop administrative and secretarial support, including screening and handling calls, managing correspondence, and distributing internal and external documents for the management.
● Served as primary liaison to the executive office, (C-Suite Collaboration), assessing incoming matters and determining the appropriate action, routing, or response & coordinating internal / external stakeholders.
● Managed complex and high-volume executive calendars, scheduling appointments, internal and external meetings, and conferences.
● Oversaw daily office operations and maintained an organized filing and archiving system, procuring, managing & monitoring office supply.
● Ensured maintenance of office equipment, facilities, and systems, coordinating service, repairs, and upkeep as required.
● Managed procurement of supplies, ensuring cost-effective purchasing and proper stock levels; oversaw scheduled equipment maintenance.
● Prepared proposals, monitored project progress, handled delivery confirmations, and followed up on pending payments.
● Welcomed and attended to visiting guests on behalf of executives.
● Coordinated domestic and international business travel, including visas, flights, hotel bookings, and ground transportation.
● Maintained communication and workflow between branches, departments, employees, clients, and external partners; conducted research as needed to support executive decision-making.
● Managed multiple categories of corporate insurance (health, life, property, vehicle, etc.), including contracts, renewals, and reconciliations.
● Researched, compared, and evaluated insurance proposals to secure optimal plans aligned with company policies.
● Coordinated with couriers and travel agencies, reviewed contracts and travel orders, and verified monthly billing.
● Produced, compiled, and proofread business documents including reports, emails, letters, memos, and internal communications.
● Created and maintained information databases and reference tools to enhance workflow and accessibility.
● Completed tasks with minimal supervision, consistently meeting deadlines while maintaining strict confidentiality.
● Issued RFQs to approved vendors, analyzed quotations, placed purchase orders, tracked shipments, coordinated deliveries, and prepared invoicing as per online Fatoora system.
Professional Experience - Document Controller
● Document Lifecycle Management: Tracking documents from creation to archival/disposal.
● Managed the document control system for a large scale of Telecom, Security & LV project, ensuring 100% compliance with ISO 9001 standards and reducing document retrieval time.


Professional Experience - Project Coordinator

• Provided administrative and office support across multiple departments.
• Drafted business correspondence, processed client orders, and coordinated branch communication.
• Managed visa applications, hotel bookings, flight reservations, and courier activity.
• Assisted HR processes including employment contracts, personnel files, recruitment coordination, and Iqama and exit/re-entry procedures.
• Managed petty cash, procurement, purchase of office supplies, and servicing of office equipment.

• Supported sales, training, and executive operations.
• Managed training schedule, course registration, client communication, and departmental filing.

Carried out all secretarial jobs such as dictating, drafting, responding to client’s (local & overseas,
preferably in English), coordinating for inter department purposes and between branches (kingdom wide), preparing inquiries & quotations, receiving & processing P.O., preparing product’s distribution report (domestic & overseas) on daily and weekly basis, preparing salary sheet, time sheet, pricing imported materials, answering
phone calls on behalf of executives, filing incoming & out-going documents, arranging and fixing appointments with business clients, making hotel & flight reservations for company executives and employees, communicating, receiving and distributing all official document & accessories, etc.